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Operations Assistant and Administrator-Onsite

Nashville, TN
Classification: Contract to hire
Contract Length: 3 months
Job ID: 16334920
Location: Nashville, TN

CereCore® provides EHR implementations, IT and application support, IT managed services, technical staffing, strategic IT consulting, and advisory services to hospitals and health systems nationwide. Our heritage is in the hallways of some of America’s top-performing hospitals. We have served as leaders in finance, operations, technology, and as clinicians turned power users and innovators. At CereCore, we know firsthand the power that aligned technology can provide in delivering care. As a wholly-owned subsidiary of HCA Healthcare, we are committed to bringing the expertise we have gained as operators to deliver IT services that emphatically address the needs of health systems across the United States. Our team of over 600 clinical and technical professionals has implemented EHR systems in more than 400 facilities and provides managed services support to tens of thousands of health system employees. We work tirelessly to provide healthcare organizations specialized IT services that support the delivery of patient care. The Link to Life-Saving Care.

CereCore is seeking an Operations Assistant and Administrator to join our team in Nashville, TN.


The Operations Assistant & Administrator is responsible for providing general administrative services to CereCore including facilities management, office supply management, meeting and event coordination and support, user access provisioning for key department systems (Planview, Concur, HealthStream), and serve as backup to CereCore Local Access Coordinator (LAC). Reports directly to Manager of Business Support.

In this position you will:
  • Planview Administrator – Add / update / terminating resources, point of contact and education for department, working closely with the corporate Planview team, maintain CereCore specific content and user guidance, auditing records, support end users, and accurately maintain resource bill rates in Planview.
  • HealthStream Administrator – Add / update / terminating resources, point of contact and education for department, running reports, adding classes, auditing annual completion of Code of Conduct, maintain CereCore specific content and user guidance, and support end users.
  • Backup Concur Administrator– Add / update / terminating resources, point of contact and education for department, running reports, maintain CereCore specific content and user guidance, and support end users.
  • General office management duties include, maintain Cerecore seating chart, manage staff seating / location moves, working closely with corporate Facilities Management for office space moves, updates, and reconfigurations including obtaining working with vendors to obtain audio visual equipment, office furnishings, cubicles, etc.
  • Backup Local Access Coordinator responsibilities include working in eSAF to provision and de-provision user access for key systems and services.
  • Maintain the CereCore organizational chart.
  • Prepare and distribute monthly departmental birthday and anniversary notifications.
  • Monthly PTO reporting.
  • Send out 4 weekly time submission and approval reminders to CereCore Managers and above.  Send out delinquent time sheet reports at period ends.
  • Manage and facilitate American Express card company purchases.
  • Maintain CereCore contractor distribution list.
  • Department Telephone reception duties.
  • Business card ordering.
  • Make travel arrangements for new hires and W2 candidates who are interviewing.
  • Annual Connections meeting assistance includes: set-up, clean up, registration, reception table, name badges, decorating, assistance with awards and headshots.
  • Periodically order, and coordinate delivery of food for departmental lunches.
  • Weekly office supply inventory, ordering, and restocking.
  • Maintain AVP Managed Service calendar (1:1 with staff, birthdays, anniversaries) and distribution lists.

Other/Special Qualifications:
  • Effective communication, and conflict management skills.
  • Communication - Ability to communicate effectively in both written and verbal formats across all levels of organization.
  • Adaptable, maintaining effectiveness when experiencing major changes in work tasks or the work environment; adjusting effectively to work within new work structures, processes, requirements, or cultures.
  • Building Trust - Meets commitments. Communicates information accurately and tactfully even when the information is negative.
  • Continuous Learning - Actively identifying new areas for learning; regularly creating and taking advantage of learning opportunities; using newly gained knowledge and skill on the job and learning through their application.
  • Contributes to team success by actively participating as a member of the team to move group toward the completion of goals.
  • Customer Focus - Making customers and their needs a primary focus of one's actions; developing and sustaining productive customer relationships.
  • Energy - Consistently maintaining high levels of activity or productivity; sustaining long working hours when necessary; operating with vigor, effectiveness, and determination over extended periods of time
  • Stress Tolerance - Maintaining stable performance under pressure or opposition (such as time pressure or job ambiguity); handling stress in a manner that is acceptable to others and the organization.
  • Work Standards - Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.

Physical Demands/Working Conditions:
  • Normal work environment is an office with Windows PCs, various meetings, walking facility floors for rounding, etc.  
  • Requires hand-eye coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment.
  • Requires normal range of hearing and eyesight to record, prepare, and communicate appropriate reports.
  • Staff must remain flexible and available to provide staffing assistance for any/all disaster or emergency situations.
  • Must have a willingness to routinely travel in the local region. 
  • OSHA Category: The normal work routine involves no exposure to blood, body fluids, or body tissues (although situations can be imagined or hypothesized under which anyone, anywhere, might encounter potential exposure to 
    body fluids). Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency care or first aid, or to be potentially exposed in some other way.

    We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

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